Constructing a Budget

Budget Guidelines and Policies

UAR Student Grants are intended to provide student projects with financial resources that would otherwise be unavailable. An integral part of your grant application is a line-item budget, indicating how much money your project needs and how the money will be spent.

The budget limit for each grant type is as follows:

  • $1500 for a Small Grant or Conference Grant
  • $7000 for a Major Grant or Chappell Lougee Scholarship

Grants are primarily used for research expenses, such as:

  • travel
  • food and lodging
  • lab or art supplies
  • books and photocopies
  • human subjects payments

Prohibited expenses include:

  • travel or any other support for trips to countries with State Department Travel Warnings
  • computer equipment or software
  • hiring assistants, performers, or other external services
  • compensation for mentors or colleagues

Exceptions to these prohibited expenses are exceptionally rare.

Major Grants and Chappell Lougee Scholarships go towards supporting students' full time immersive projects over 10 weeks in the summer. This grant amount is intended primarily to cover a student's summer stipend for living expenses and any travel expenses associated with the project. 

If a project includes purchasing lab supplies or paying human subjects, the proposal must outline these requests as separate line items in the budget. UAR will fund lab supply purchases up to $500 out of the $7000 total maximum grant award. For both lab supplies and human subjects funding, UAR provides these funds directly to the faculty mentor's department via fund transfer. If lab supplies and/or human subjects payments are part of your project, you will need to provide the PTA (project-task-award) number for this transfer. Consult your faculty mentor and/or your department's financial analyst for the correct PTA. If they have questions about which PTAs are eligible for UAR transfers, please ask them to email vpue-research@stanford.edu with their questions.

Small Grants cannot support stipends during academic quarters. For summer projects, students may request a Small Grant as a stipend for part-time projects.

Line-item Budget Examples

(a) Major Grant and Chappell Lougee Grant: Given that your grant proposal should spell out the detailed week-by-week steps associated with your project, your budget request could be as simple as:

  • A stipend for 10 weeks for this project = $7000

(b) Major Grant and Chappell Lougee Grant: If your 10-week summer project requires funds for lab supplies and human subjects payments, your line-item budget could look like this:

  • Lab supplies (...details...) = $500
  • Human Subjects payment = $XX
  • A stipend for 10 weeks for this project = $(7000 - 500 - XX)

Funding Caps

If you are applying for multiple sources of funding in a given academic year, keep in mind that there is an annual cap of $8500 of VPUE funds per student. It is important that you clarify the source of any funds that you may be awarded. Learn more at Student Eligibility.